How to Open a Conference Call: A Step-by-Step Guide

If you’re new to conference calls, opening one might seem daunting, but it doesn’t have to be. A conference call is a virtual meeting that allows multiple people to connect and communicate in real-time, regardless of their location. They can be used for business meetings, job interviews, team collaborations, and more.

In this article, we’ll go over the steps you need to take to open a conference call successfully. We’ll cover everything from choosing the right conference call service to troubleshooting common issues.

Choose the Right Conference Call Service

The first step in opening a conference call is to choose the right conference call service. There are many different types of conference call services available, and each has its own set of features and benefits. Some of the most popular conference call services include:

Free Conference Call

As the name suggests, Free Conference Call is a free service that allows you to hold conference calls with up to 1,000 participants. It offers features like screen sharing, recording, and mobile apps.

Zoom

Zoom is a popular video conferencing service that allows you to hold video and audio conference calls with up to 100 participants. It offers features like screen sharing, recording, and virtual backgrounds.

GoToMeeting

GoToMeeting is a paid conference call service that allows you to hold conference calls with up to 250 participants. It offers features like screen sharing, recording, and mobile apps.

When choosing a conference call service, consider factors like the number of participants, the features you need, and your budget. Once you’ve chosen a conference call service, it’s time to schedule the conference call.

Schedule the Conference Call

Once you’ve chosen a conference call service, the next step is to schedule the conference call. This involves setting a date and time for the call and inviting attendees. Here’s how to do it:

Setting a Date and Time

When setting a date and time for the conference call, consider the time zones of the participants and choose a time that works for everyone. You can use tools like World Time Buddy to find a time that works for everyone.

Inviting Attendees and Sharing Call Details

Once you’ve set a date and time, it’s time to invite attendees and share call details. Depending on the conference call service you’re using, you can usually send invitations directly from the service. Be sure to include the date, time, and dial-in information in the invitation.

Prepare for the Conference Call

Before the conference call, it’s essential to prepare. This involves preparing an agenda and materials for the call and setting up the necessary equipment. Here’s how to do it:

Preparing an Agenda and Materials

Preparing an agenda is essential for keeping the conference call on track. It helps ensure that everyone stays on topic and that all important points are covered. You can also prepare materials like slides, documents, or videos to share during the call.

Setting up the Necessary Equipment

Before the conference call, be sure to set up the necessary equipment and test it beforehand. This includes testing your microphone, speakers, and internet connection. You can use tools like Zoom’s pre-meeting test to check your equipment.

By following these steps, you’ll be well-prepared to open a successful conference call. In the next section, we’ll go over how to start the conference call.

Start the Conference Call

Now that you’ve chosen a conference call service and scheduled the call, it’s time to start the conference call. Here are the steps you need to follow:

Greet Attendees and Introduce Yourself

When you start the conference call, greet all attendees and introduce yourself. This helps set the tone for the call and ensures that everyone knows who’s on the call.

Outline the Agenda and Discuss Any Housekeeping Items

After greeting attendees and introducing yourself, it’s time to outline the agenda and discuss any housekeeping items. This includes going over what will be discussed during the call, any ground rules or expectations, and any technical requirements or guidelines.

It’s important to ensure that everyone is on the same page before beginning the discussion. This helps keep the call organized and focused.

Troubleshooting Common Issues

Despite your best efforts, technical difficulties and disruptive attendees can still occur during conference calls. Here are some common issues and how to deal with them:

Dealing with Technical Difficulties

Technical difficulties can include issues with internet connectivity, audio quality, or video quality. If technical difficulties occur, try the following:

• Ask everyone to check their internet connection and make sure they have a stable connection.
• Ensure that everyone is using the same conference call service and that everyone has the necessary software or plugins installed.
• Ask attendees to mute their microphones when they’re not speaking to reduce background noise.
• Consider using the chat feature within the conference call service to communicate if audio or video quality is poor.

Managing Disruptive Attendees

Disruptive attendees can include people who talk over others, use inappropriate language, or are simply not paying attention. If disruptive attendees occur, try the following:

• Politely remind attendees to mute their microphones when they’re not speaking.
• Ask attendees to wait their turn to speak and to not interrupt others.
• If someone is using inappropriate language, kindly remind them to keep the conversation professional.
• If someone is not paying attention, try to engage them in the conversation or ask if they have any questions.

By following these steps, you can successfully open and run a conference call. Remember to choose the right conference call service, schedule the call, prepare for the call, start the call, and troubleshoot any issues that arise. With a little practice, you’ll be a conference call pro in no time!